assured complete - quickbooks - how t… · intuit's technical support for windows 7 is...

of 10

Assured Complete - QuickBooks

This document will outline how to link QuickBooks with Assured Complete. Step 1 – Before your Begin

1. Assured Complete and QuickBooks must be installed and open for the links to work and the QuickBooks user must be logged-in as Multi-User mode with Administrator access. This will also allow the QuickBooks application certificate to be produced when the initial accounting link is set up. The Assured Complete user must also have full access to the program including system settings.

2. **Important: a). Please make sure you are on the latest version of Assured Complete.

b) As of Assured Complete 2.3 the QuickBooks API does not need to be installed.

c) The only version of QuickBooks that is compatible with Windows 7 is QuickBooks 2010 (Pro, Premier, and Enterprise Solutions). Although QuickBooks 2009 and earlier versions will install successfully on Windows 7, Intuit's technical support for Windows 7 is limited to QuickBooks 2010 products only. d) Upgrading to Assured Complete 2.3 or later removes all current link information that was created in 2.1. Therefore it would be a good idea to make note of what fields are currently mapped so that they can be re- mapped in 2.3 or later . An easy way to do this would be to take screenshots of each panel (Contact Data Mapping, Job Data Mapping, Invoice Data Mapping, Cost Data Mapping and Payment Data Mapping). Then you can refer to these when you re-create the link and setup the fields that need to be mapped.

Step 2 – Assured Complete Accounting Package Setup - Connection Details

1. Once Assured Complete has been upgraded to 2.3 or later, the link to QuickBooks can now be created. To do this, navigate to Accounting Links under the Accounting section in System Settings.

Assured Software Limited


of 10

2. You now need to setup a link that QuickBooks uses to transfer data. Give the link a name, description, choose the external software (whether it is US or Canadian, 2010 can be used for 2009 or 2008) and set the link to be default if you desire.

3. Connection Details – This information will allow Assured Complete to connect to the accounting package. As stated previously Assured Complete requires admin access to QuickBooks to perform the data transfer. If there is an admin user setup in QuickBooks enter the credentials in the fields below, otherwise the fields can be left blank. Next click on the Browse button to navigate to your QuickBooks company file.

**Note The company file must not be in use when it is selected. If it is please close the company file in QuickBooks and then select it again.



of 10

Once you have selected the file press the Test Connection button to test your link with QuickBooks. For the connection to work properly the Company File should be open otherwise you will receive the following error message

Also if you are in Single User Mode in QuickBooks you will receive the following error message. For the connection to work you must be in Multi User Mode in QuickBooks.

The following error message may come up when testing the connection. This can be a hard error to fix, but there can be some things to try to make sure the connection work.

First of all make sure the company file is open and you are logged in as Admin. Next try changing modes to single user, then back to multi user, then re-test the connection. If this doesn't work try re-booting the computer (there may be some pending Windows Updates to be installed). If this fails then try re-installing QuickBooks, cleaning up any shared/temp files left by QuickBooks installations, then re-install



of 10

If the connection is successful you will be prompted with the QuickBooks Application Certificate in the QuickBooks application. For the safest connection setup you will need to select the Yes, whenever this QuickBooks company file is open radio button. Do not check off the personal data checkbox as this is for private and personal information that Assured Complete does not need. Now click Continue...

On the next screen confirm the access:



of 10

Then when you navigate back to Assured Complete you will receive a confirmation that the Test of the Connection succeeded:

Step 3 – Assured Complete Accounting Package Setup - External Software Mapping

1. This panel displays all fields that can be mapped regarding data that is sent and received. The Assured Complete fields need to be setup depending on what data you want to send or receive. The external Software section is system-defined and depends on the Accounting Link selection (in this case QuickBooks field names). The Assured Complete fields can be modifiable where certain fields can be selected from the drop-down list provided by the system. If you do not wish to send or receive a particular field, just turn it off.

The external Software Mapping is split up into 4 sections: Job Data Mapping, Job Contact Data Mapping, Invoice Data Mapping and Financial Data Mapping. The following describes what fields send to QuickBooks. The fields in bold and italics represent required fields. Job Data Mapping-

• Job Reference - Select whether you want the Job Reference or Job Display Name to send.

• Job Site Address - Select the address you want to send to QuickBooks. The Job Site Addresses are configured in

"System Settings" / System / Address Type

• Job Site Address - Select a second address type that will be sent to QuickBooks. For example, you may have a billing

and mailing address.

• Job Properties - There are 15 custom fields that enable you to have customized information send to QuickBooks. To

configure these fields within Assured Complete go to "System Settings" / Jobs / Job Properties

• Job Status - Defaults to Job Status so you can control whether this field sends or not

• Job Event - There are three Job Event fields . Select what event you want to send to QuickBooks. These fields are

created in "System Settings" / Job Events / Job Event Type

• Job Description - Select what job description will send to QuickBooks, choose between Job Reference, Job Display

Name, Job External Reference

• Job Type - Defaults to Job Type. You can control whether this field sends or not.



of 10

Job Contact Data Mapping- • Job Contact Role - Select a display name. The Display Name is created in "System Settings" / Jobs /

Job Contact Roles • Job Contact Person - Select whether it is the Code or the Description that you want to send • Job Contact Company - Select from the company fields within Assured Complete: Company Name, Legal Name,

Contact Display Name, Company Reference • Job Contact Company Name - Select from the company fields within Assured Complete: Company Name, Legal

Name, Contact Display Name, Company Reference • Job Contact Person Salutation - Select from Person Prefix and Person Suffix • Job Contact Person First Name - In most cases you will want to select Person Display Name or Person First Name,

but if you have inputted your data differently you can select other options such as: Person Middle Name, Person Last Name, Person Reference

• Job Contact Person Last Name - In most cases you will want to select Person Display Name or Person Last Name, but if you have inputted your data differently you can select other options such as: Person Middle Name, Person Last Name, Person Reference

• Job Contact - Select from Person Display Name or Person Reference • Job Contact Bill to Address - Select the contact's address that you want to send to QuickBooks. The Job Site

Addresses are configured in "System Settings" / System / Address Type • Job Contact Ship to Address - Select the contact's address that you want to send to QuickBooks. The Job Site

Addresses are configured in "System Settings" / System / Address Type • Job Contact Phone - Select a display name. The Phone types are created in "System Settings" / System / Phone

Type • Job Contact Alt Phone - 2nd type of phone (Same as above) • Job Contact Fax - 3rd contact type • Job Contact Email - Select the email type to send. Created in "System Settings" / System/ Email Type • Job Contact Customer Type - Select what customer type heading you want to send to QuickBooks. These are

defined in "System Settings" / Contacts / Contact Type • Job Contact Property - There are fifteen fields to collect any additional information about your contact. These are

created within "System Settings" / Contacts / Contact Properties and will need to be applied to your contact within Assured Complete

Invoice Data Mapping-

• Invoice Reference - Select what value you want to use as an invoice reference if you are exporting invoices to

QuickBooks. Whether it is: Invoice Reference, Invoice Display Name, Invoice External Reference

• Invoice Date - Select what value you want to export to QuickBooks. Select from either Invoice Date Time or Invoice

Closed Date Time

• Invoice Closed Date - Select from either Invoice Date Time or Invoice Closed Date Time

• Invoice Description

Invoice items will also be sent to QuickBooks but are based off of the corresponding item codes that have been configured in Assured Complete - "System Settings" / Accounting/ Accounting Item Code. Item codes must exist in QuickBooks for each item code used in Assured Complete. Item Codes within Assured Complete exist in four different "System Settings" - Consumables, Equipment, Fees, and/or Labor. In addition to the item codes being identical to what they are within QuickBooks, the units of measure must correspond. For example, if in QuickBooks you have an item set to have a unit of measure of EA then the same Unit of Measure needs to be configured within Assured Complete. That unit of measure needs to be assigned to the corresponding item within Assured Complete.

Financial Data - No Setting Required This is the only data that is received from QuickBooks. You can choose whether to turn these fields off, receive from Bills, receive from Invoices, or both.

• Accounting Costs

• Accounting Charges

• Accounting Payments



of 10

Step 4 – Assured Complete Accounting Package Setup - Accounting Item Code Mapping Similar to invoicing, you will want to match up all item codes in your Assured Complete System Settings to the item codes created in QuickBooks to ensure proper data integrity. In order for accounting charge and costs to appear within Assured Complete, you must map the item codes to the Production/Resource Items. This is a one to one relation between the item code and resource items so your accounting package will need to have as many item codes as there are resource items within Assured Complete. Note, if you leave the production/resource item type blank then the totals will still pull into Assured Complete but you will only be able to see a grand total for the job. It is recommended that you print out a copy of the "Item List" in QuickBooks as a reference tool to help match up Assured Completes Production/Resource Item type to the Item numbers in your accounting package.

1. To configure accounting item codes go to "System Settings" / Accounting / Accounting Item Code.

2. Type the name of your Accounting item Code

3. Select whether the item is a Labor, Consumable, Fee, Equipment, or Content restoration code within Assured

Complete

4. Use the drop down list to select the corresponding Production/Resource Item

Once you have these fields customized you are ready to transfer job data from Assured Complete to QuickBooks. This can be done either one job at a time, or by selecting multiple jobs to transfer.



of 10

Step 5 – Transferring Jobs One at a Time 1. To Transfer one job at time you need to open up the job, or create the job you want to transfer. Once you have the job open, click on the Job Settings Panel, and from the Accounting Link drop down box select the link you just created. An accounting link button will then appear. Click the button to transfer the job.

When this button is clicked a Send and Receive Accounting Data box will appear advising if there are any problems during the transfer and if the transfer is successful or not. The following will be displayed if you have not mapped the Job Contact Role in System Settings:



of 10

This message will appear if you have not setup a Supervisor Contact for the job

A message similar to this one will appear if the data transfer is successful.

You can now check that all data is where it should be in QuickBooks.



of 10

Step 6 – Transferring Multiple Jobs Instead of transferring jobs one at a time, you can select multiple jobs to transfer. You need to make sure all jobs are setup correctly to be transferred as in the previous section, otherwise the transfer will fail. To transfer multiple jobs, select the Send and Receive Accounting Data link from the Assured Complete Orb.

You will then be presented with the Job search screen where you can search for the particular jobs that you want to transfer. Highlight the jobs that you want to transfer and then click the Select button. Once this button is clicked, you will see the Send and Receive Accounting Data screen process the transfer. As with single job transfers, you can see if any jobs fail or need to be updated with specific information for the transfer to work. Note the above troubleshooting information in case you have any difficulty. If you require further assistance, be sure to

contact us at [email protected] or 1.877.277.9933.

assured complete - quickbooks - how t… · intuit's technical support for windows 7 is...

Documents